Sno-Isle Libraries Board of Trustees Policy

Purpose

To comply with applicable Washington State law, Sno-Isle Libraries (the District) shall have procedures and guidelines identifying the process used to purchase supplies, equipment, and services, and for conducting public works projects.

Scope

Purchasing

For the purpose of this policy, purchasing includes the acquisition of supplies, equipment, and services. Purchasing for the purpose of this policy does not include the acquisition of library materials and resources (books, magazines, CDs, DVDs, electronic databases, etc.).

Public Works (Building Related Projects)

Public work means all work, construction, alteration, repair or improvement other than ordinary maintenance, on any public building or property.

Implementation

Purchasing

Supplies and Equipment. The District shall purchase and acquire supplies and equipment in such a way as will assure ease and economy in acquisition, including without limit, when appropriate, through interlocal joint purchasing arrangements. Administrative procedures and guidelines will be established and maintained by the Finance Director that assure a competitive, open, and fair purchasing process.

Architectural and Engineering Services. By law, the District is required to procure architectural and engineering services using an advertising and negotiation process.

Other Professional Services, Personal Services and General Services. The District may, but is not required to, procure other professional services, personal services and general services utilizing a competitive process.

Public Works (Building Related Projects)

For public works projects with a cost of $350,000 or less, the Board of Trustees has authorized the use of a small works roster process.

For public works projects with a cost of more than $350,000, a competitive bidding process will be used in accordance with applicable Washington State law. Administrative procedures and guidelines for competitive bidding of public works projects will be established and maintained by the Finance Director.

Where the application of competitive bid procedures would lead to undesirable, uneconomical or impractical results, the District may also use alternative competitive procurement methods for public works projects, such as use of design-build or general contractor/construction manager procedures, sole source or turnkey acquisition, or other alternative procurement methods permitted under Washington State law.

Prevailing Wages

The District will follow the requirements of the State of Washington as it pertains to prevailing wage requirements.

Emergencies

Emergency contracting is used only to avoid immediate hazard to life, preserve District property, or prevent significant service disruptions. In such a situation, the Executive Director (or designee) may declare that an emergency situation exists, waive competitive proposal requirements, and award all necessary contracts on behalf of the District to address the emergency. If a contract is awarded without using a competitive process due to an emergency, a written finding of the existence of an emergency will be made by the Executive Director (or designee) and entered of record and provided to the Board of Trustees no later than two weeks following the award of the contract.

Associated Policies and Laws

• Washington State RCW 39.04. Public Works Generally
  • Washington State RCW 39.04.010. Definition of “Public Work”
  • Washington State RCW 39.04.155. Small Works Roster and Limited Public Works
  • Washington State RCW 39.04.280. Emergency Contracting
• Washington State RCW 39.10. Alternative Public Works Contracting Procedures
• Washington State RCW 39.12. Prevailing Wages
• Washington State RCW 39.34. Interlocal Cooperation Act
• Washington State RCW 39.80. Contracts for Architectural and Engineering Services
• Sno-Isle Libraries Board Policy. Conflict of Interest
• Sno-Isle Libraries Board of Trustees Resolution 22-04 (repealing and replacing Resolution 18-01)

Process

This policy is reviewed every four (4) years by the Executive Director (or designee), who makes recommendations to the appropriate Board committee. The committee reviews the recommendations, revises the policy as necessary and appropriate, endorses, and advances the policy to the full Board for approval.

Policy History

Date approved: October 24, 2022
Next review date: 2026
Date adopted: November 26, 2018